How To

For Oberlin users only: https://docs.google.com/document/d/1JrBr_8h60AMpWYOwyAFtGLHN77LrGjKpjHtQfgo68KI/edit#heading=h.sz2tj577q2ps

Create your list in Sierra:

• Go to Functions > Create Lists
• Select an empty list (depending on your internet speed, this program works best with fewer than 3,000 items, so any of the available lists should be suitable) and choose "Search" at the top
• Give it a name -- we suggest starting with your initials, so it is easy to find again
• From the dropdown menu, choose Item
• Set up 3 criteria:
  • location (limit this to one, if you are using the program for inventory, such as "m" or "sos." If you have two locations with the same meaning (cst/cstdc) include both)
  • exclude the status "k," but not any others if you want to report accurate statistics
  • the call number range to use. Sierra is inclusive of the first term and exclusive of the second. Try a range like P to P300.

For work in Terrel Main:

• You can use File 59, "cchan inventory" if you promise not to mess it up
• Click Search Records
• Say Yes to the popup
• In the second popup, choose Use Existing Search
• Again select File 59, cchan inventory
• Search Criteria:
  • edit the location to suit your needs (most likely m, mos, me, mst, etc)
  • do not change the status line
  • update the call # to reflect your section

Export your list from Sierra:

• Select your list, and choose "Export" at the top
• Your export MUST include:
  • Barcode
  • Call #
  • Vol
  • Copy #
  • Status
  • Due Date
• We recommend you also include:
  • Record # (item and/or bib)
  • Location
  • Title (MARC 245)
  • Last Check-In or Last Update
• Choose a file name to save your export to
• Set a delimiter -- the bar (|) is useful because it does not appear within any Sierra field
• Choose a different delimiter for multiple fields -- we usually use the semicolon (;)
• Select "Export" at the bottom

There is a Saved Export, titled cchan inventory, that covers all of these bases.

• In the export popup, click Apply Saved Export
• choose cchan inventory
• you will still need to choose your own file to export to
• if you are using File 59, this export will already be applied

Import your list to Google Sheets:

• Open the sheet you want to use with this program enabled
• Go to File > Import > (Select your file -- this can be from your drive or your computer)
• Choose to replace the current sheet, if you are adding to an existing spreadsheet
• Note: Because there are multiple fields and semi-colon (;) takes precedence, you will have to manually set the bar (|) as the delimiter.
• This may take a minute

Use this program to sort call numbers:

• Once you have a list imported, go to Add-ons > OCL Inventory Tools > Start Inventory Program
• Choose the "Normalize Call Numbers" button to fix the call numbers
• Choose the "Sort" button to sort by call number
  • If you are using this program for multiple locations and not inventory, you can go to Add-ons > OCL Inventory Tools > Sort by Location

Use this program to inventory:

• Make sure the call numbers are sorted and normalized (see above)
• Trim off any extraneous records exported by Sierra. These should appear at the beginning and/or end of the sheet
• Choose the "Set Up" button in the sidebar
• Select the first row, move your cursor to the sidebar text box, and scan a barcode
• It may take a few seconds to process, depending on your internet connection
• Keep scanning. Keep an eye out for pop ups warning you of misplaced items